FWGA By Laws
BY LAWS
FOOTHILLS WOMEN'S GOLF ASSOCIATION
Revised 2008
ARTICLE I
The name of the club shall be the Foothills Women's Golf Association (FWGA)
ARTICLE II
Object
The object of the Foothills Women's Golf Association, a nonprofit organization, shall be to promote good fellowship and interest in golf, to enable its members to enjoy organized competition and social activities, and to be a member of the Colorado Women's Golf Association (CWGA). (Note: Par 3 is not a member of the CWGA because the Par 3 Course does not meet the rating standards of the CWGA.)
ARTICLE III
Membership
Section 1. The FWGA offers membership to all applicants who qualify. Membership in the FWGA shall consist of the 9-Hole League, Executive 9-Hole League, and the Par 3 League.
Section 2. The Vice-President, League Chairs, Secretary, and Treasurer shall be responsible for registering continuing members by February 15. The same process shall be used for registering new FWGA members after that date.
Section 3. Applications for new FWGA memberships shall be made to and approved by the Vice-President. New members shall be added according to openings as follows: 1) former members in good standing; 2) former members with excused absences; 3) current members changing from one league to another; 4) Foothills district applicants first, Jefferson County applicants second, and out-of-district applicants third.
Section 4. Standards and qualifications for new FWGA memberships are:
9 - Hole & Executive 9:
Five (5) 18-hole scorecards or ten (10) 9-hole score cards dated, signed and attested, or an active GHIN #. Scorecards may be from previous 2 years’ golf seasons but must be from a regulation golf course with rating and slope provided. Par 3 scores are not accepted. Cards may be completed during play-days, however, no prizes will be awarded until handicap is established. Handicap of 30 or less is required for the Executive 9 with an average score of 61 strokes per game. Handicap of 32 or less is required for the 9-Hole with an average score of 68 strokes per game.
Par 3:
Five (5) Par 3 score cards, dated, signed and attested, to establish handicap. Cards may be completed during play-days, however, no prizes will be awarded until handicap is established. Handicap of 32 or less is required with an average score of 59 strokes per game.
Section 5. The membership year is from January 1 through December 31. The annual dues shall be determined by the Board of Directors and shall be payable on or before February 15 for play in that calendar year for returning members. New FWGA members shall pay a $5.00 membership fee. New Members-any person not currently a member of any FWGA League; they are required to pay the New Membership Fee upon joining one of the Leagues. Returning Member-any person maintaining continuous membership in any FWGA League; they will pay the Returning Membership Fee upon joining any of the Leagues. Dues must be paid before members begin to play. Refunds shall not be given after the first scheduled play day. Any member moving to another League will be required to pay the difference in membership fees.
Section 6. Requirements for maintaining memberships:
1. PLAY: a minimum of 50% of the scheduled play days. Orientation counts as a play day.
2. ABSENCES: notify Tee-Time Chair prior to play day or Starter the day of play.
3. NO SHOWS (absent without notification): Members with one “no shows” will be notified by their League Chair. A second "no show" will result in termination of membership by the League Chair unless member elects to pay green fees for two no shows.
Section 7. By October 1 of each year the League Chair shall review membership participation. At the October FWGA Board meeting the Chairs provide the lists of their members who did not meet the 50% play requirement. The Secretary will send each listed member a letter asking if they wish to remain in the League. These members may reply by checking the appropriate answer at the bottom of the letter and return to the Secretary of the League. At the November Board meeting the members’ response will be noted.
ARTICLE IV
Officers
Section 1. The officers of the FWGA Board of Directors shall be a President, a Vice-President, a Secretary, and a Treasurer. They shall be elected by a majority vote and serve only one two-year term in the same office. Any member belonging to more than one League will vote only once for officers of the FWGA Board of Directors.
Section 2. Each League shall have the following officers: Chair, Handicap, Historian, Prize, Rules/T-Time, Social, and Tournament. They shall be elected by a majority vote of the League membership and serve a two-year term. The League Chairs automatically serve as FWGA Board members.
Section 3. No member shall hold more than one office at a time in each league.
ARTICLE V
Nomination and Election of Officers
Section 1. At least 45 days before the September elections, the FWGA Board of Directors shall appoint a Nominating Committee of three members (one from each League). The nominating committee shall fill offices being vacated at end of term or by resignation. The nominations shall be forwarded in writing to the Secretary within 15 days.
Section 2. At least 30 days before the September elections, each League Chair shall appoint a nominating committee of three members to nominate at least one candidate for each of the following: League Chair, Handicap, Historian, Prize, Rules / T-Time, Social, and Tournament. The nominating committees shall fill offices being vacated at end of term or by resignation. Nominations shall be forwarded in writing to the FWGA Secretary within 15 days.
Section 3. Two weeks before the election, the Secretary shall post the lists of candidates for office in the clubhouse. Additional nominees may be added to the lists.
Section 4. The officers shall be elected by ballot on a regular play day in September to serve a term of two years. Their terms of office shall begin January 1 of the year following election.
ARTICLE VI
Duties of Officers
Section 1. The President shall preside at all FWGA meetings; be an ex-officio member of all Leagues, except the Nominating Committees; work cooperatively with the Head Pro to develop and maintain FWGA functions; orient the incoming President to the obligations of the Presidency; call a meeting of the FWGA Board within 30 days after December 31 following the elections; represent FWGA at meetings of the CWGA; serve as head of the Rules Committee which includes the League Rules/T-Time Chairs and Head Pro; appoint two auditors to audit Treasurer's records; maintain a file including suggestions, comments, and FWGA information.
Section 2. The Vice-President shall assist the President; serve as Membership Chair; communicate with the Secretary and Treasurer regarding memberships; and purchase a gift for the outgoing President.
Section 3. The Secretary shall keep in permanent form an accurate record of all meetings of the FWGA; read minutes of the previous meetings; prepare the membership renewal applications for distribution by January 15th; prepare the handbook for printing and distribution by the first day of orientation; handle all correspondence; notify Board members of meetings; prepare ballots for the elections; transfer complete records to the successor.
Section 4. The Treasurer shall collect and dispense all monies of the FWGA as requested by the Board; report the financial status of the FWGA monthly; submit a "Financial Statement to Date" to the Board at the October meeting; determine with each League Chair the amount of money per member to be deposited on account in the Pro Shop for play day winnings, assure that all funds except those designated for retention are expended during the current year.
Balances carried forward:
FWGA Board - a minimum of $200.00.
Unexpended Hole in One Accounts
All bills must be given to the Treasurer by December 5 of the current year. The Treasurer must close the books by December 31.
Section 5. The League Chairs shall be members of the FWGA Board of Directors. Each League Chair shall arrange and conduct the spring orientation meeting; preside at League meetings; be an ex-officio member of all League Committees, except the League Nominating Committees; call a meeting of the League Committee within 30 days after December 31 following the election; be responsible for enforcing attendance according to Article III, Section 7; consult and work with League Committees to arrange play day events; record play day scores; determine and post winners; and maintain a file, including suggestions, comments and other information to be submitted to the successor. Any Co-chair is a non-voting member.
Section 6. One Handicap Chair shall be named to the Board. The Nine-Hole and Executive Nine Handicap Chairs shall have handicaps computed by the CWGA GHIN system after the 1st and 15th of the month. The Par 3 Handicap Chair shall have handicaps computed by the Minimax system four times a year. The Handicap Chairs shall determine flights.
Section 7. One Tournament Chair shall be named to the Board. Each League Tournament Chair shall be responsible for coordinating all tournament activities, scheduling T-Times for the three major tournaments, and posting the winners.
Section 8. One Rules/T-Time Chair shall be named to the Board. The Rules/T-Time Chairs shall schedule weekly T-Times for their Leagues, except during tournaments, and serve on the Rules Committee (See Section 1).
Section 9. The Social Chair named to the Board shall serve as head of the Social Chairs. These Chairs shall select the location for the Spring Luncheon, which is to be held the first week of April, no later than January 10. This reservation information will be given to the Secretary to include in the membership applications sent out by January 15. The Chairs will plan the Awards Luncheon for early October. They shall provide table decorations for the Luncheons.
Section 10. The Prize Chair named to the Board shall serve as head of the Prize Chairs. These Chairs shall be responsible for obtaining prizes for the Spring Luncheon and Awards Luncheon.
Section 11. One Historian Chair shall be named to the Board. Historians shall act as secretaries for their League meetings; take photographs of winners and events for the League's photo album; be responsible for decorating and maintaining the League's Bulletin Board.
ARTICLE VII
Meetings
Section 1. Meetings of the FWGA Board, League Officers, or total membership shall be held as needed. Luncheons may
Section 2. The President may call special meetings of the FWGA Board of Directors, any specific League members, or the total membership.
Section 3. League Chairs may call special meetings of their officers or their membership. If an issue is deemed to affect the total League membership, a meeting must be called and the FWGA President informed. At least three (3) days notice shall be given with the purpose of the meeting stated. A majority vote of the League membership will decide the issue.
Section 4. Quorums shall be as follows: forty-five members of the FWGA, fifteen members of a League, and seven members of the FWGA Board.
ARTICLE VIII
Board of Directors
Section 1. The FWGA Board of Directors shall consist of: President, Vice-President, Secretary, Treasurer, 9-Hole League Chair, Executive 9 League Chair, Par 3 League Chair as well as a representative from either 9-Hole, Executive 9, or Par 3 Handicap, Historian, Rules/T-Time, Prize, Social, and Tournament Chairs. These representatives shall rotate from 9-Hole, Executive 9 or Par 3 on a yearly basis. The immediate Past President shall serve as a non-voting member.
Section 2. The FWGA Board may, by majority vote of the entire Board, fill any vacancies that occur during the year in the office of Vice-President, Secretary, or Treasurer. The Vice-President shall fill the office of President if such a vacancy occurs. League Officers may, by a majority vote, fill any vacancies that occur in its membership during the year.
Section 3. A committee of two shall audit the Treasurer's books. The committee members, who will be appointed by the President, shall informally report their findings to the President and Treasurer within the two-week period of time following their appointment. The auditors shall submit their written report to the incoming FWGA Board at the first Board meeting in January.
Section 4. The FWGA Board of Directors, by a majority vote, may terminate the membership of any member who, in their opinion, does not meet the Objective of the FWGA.
ARTICLE IX
Amendment of the By Laws
These By Laws may be amended by a two-thirds (2/3) vote at any regular or special meeting provided the signed amendment has been posted on the bulletin board at least four weeks before the meeting.
ARTICLE X
Parliamentary Authority
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the FWGA in all cases that are not covered by these By Laws and any rules of order the FWGA may adopt.